PATIENT SAFETY
Can we refocus the scanning machines for prescriptions and refocus staff on other NHS activity? Due to the sheer scale of the challenge it made sense to use this machinery and resource.”
The BSA is now refocusing its skill and resources from scanning legacy prescriptions to offering a scanning and cloud storage for all primary and secondary care, on a national scale. It will provide a full service, including the collection of documents. “We now have the capability to collect, scan store and destroy records,” said Martin. “Our vision is to put it all into a digital archive, enabling future proofing. Demarcation between primary and secondary care will be blurred. “We’re already scanning for Trusts, even in an embryonic stage – the needs for a primary care and secondary care are very different. We say we would prefer to solve those problems going forward – we have the facility – and all documents stay securely within the NHS. Some Trusts will have documents that are already scanned.”
The challenges of GDPR
Martin Kelsall noted that the issues of GDPR were not a concern, stating: “One of the key selling points when we talk to Trusts is that we ARE NHS, and we deal with 1 billion pieces of data, including 4 million bits of dental data alone. Therefore we are already under a level of scrutiny with GDPR. With ISO 9000 we live within the national audit
office, so we have compliance teams that are huge – and have excellent internal knowledge. The fear of losing documents is something that we live and breathe every day, so we offer the best option. “We are NHS to NHS, so the governance is already there. We are also non-profit and, partly because of this, can be competitive. We have a track record of dealing with sensitive documentation and can massively secure the procurement process, arranged on an MOU as the NHS is not going to take the NHS to court!”
Incumbent technology
By putting confidential data in the Cloud, Martin had few concerns about security, noting that the scanning process from end to end meets all the compliant regulations. “We’re working with Amazon to ensure that what we have set up is as secure as possible,” he explained. “A solution has been created to be as secure as we can make it, and it’s a tried and tested solution which this organisation has used.”
The new system will enable staff who are currently scanning to be freed up for other roles. “EPS is growing gradually,” Martin noted, “so we are now training and redeploying staff to do other activities. We’re a big organisation, so some are being deployed on scanning for the future, some of those are now working in pensions – and we are flexible enough to do this. Although there may be some rationalisation, most of the staff are being retained. “We’re confident that we have a product with the quality assurance and the productivity, so we have a process whereby we can move staff as and when we need them, depending on supply and demand.” The NHSBSA has the option to use specially created and easy to use Lloyd George software from CCube Solutions – a British firm with expertise implementing electronic document management systems in the NHS, including an established track record delivering Lloyd George records digitally for CCGs and GPs directly. Ashley Keil, IBML’s sales director,
Northern & Western Europe, Africa & India, said: “Intelligent information capture is what sets IBML apart irrespective of the document type. Our solutions handle documents quickly on the fly with business rules applied at the moment of capture so that customers like the NHSBSA can automate how paperwork is scanned, indexed and processed so as to keep operational costs down.”
CSJ
NOVEMBER 2018
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